It is important to remember that in-home care providers for the Senior Choices Program are required to send the Supervisory Visit reports/summaries to the Care Consultant assigned to the client. This is an excellent way to communicate with the Care Consultant about how well things are going. Often times, while the visits are being conducted, documentation of those visits is not forwarded to the Care Consultants OR there is no evidence that the report was forwarded. Please remember to take the final step and fax or scan and email those reports to the assigned Care Consultants within two weeks of the visit AND be sure to document the date it's faxed, emailed, etc. That's the only way we can verify compliance.  You may stamp it "faxed" or "mailed" or attach faxed confirmation sheet or email to the supervisory visit.

 

One common finding is the failure to comply with Condition of Participation 12, which requires each Senior Choices Provider to have a system in place to verify service delivery. The mechanisms must verify:

 

12.1     Whether the PC/R AIDE is present at the location where the services are to be provided and at the time the services are to be provided;

 

12.2     Whether the provider's employees have provided the services at the proper location and time, by the end of the working day;

 

12.3     A protocol to be followed in scheduling a substitute employee when the monitoring system identifies that an employee has failed to provide home care services at the proper location and time, including standards for determining the length of time that may elapse without jeopardizing the health and safety of the consumer;

 

12.4     Procedures for maintaining records of the information obtained through the monitoring system.

 

12.5     Procedures for compiling annual reports of the information obtained through the monitoring system, including statistics on the rate at which home care services were provided at the proper location and time; and,

 

12.6     Procedures for conducting random checks of the accuracy of the monitoring system. For purposes of conducting these checks, a random check is considered to be a check of not more than five percent of the home care visits each PC/R AIDE makes to different consumers.

 

Please be certain that you have such a system in place and that you provide evidence that the system is being implemented when the representative from COAAA does your review.